# Joining a Meeting LFX provides a dedicated Meeting Join page where participants can join Zoom meetings through a secure, tracked process. Using the LFX Meeting Join page (instead of a direct Zoom link) ensures your attendance is recorded and linked to your LFX profile. This guide covers the participant experience — from accessing the join page to viewing recordings and AI summaries after the meeting. ## How to Access the Join Page You can reach the LFX Meeting Join page in several ways: 1. **Email invitation link** — Click the join link in the meeting invitation email sent by the meeting organizer. This is the most common way to access a meeting. 2. **Shared meeting link** — Meeting organizers can share a public meeting link from PCC. Click the link to open the join page. 3. **Public calendar** — Browse upcoming meetings on your project's public calendar and click a meeting to view its details and join. See [Public Meetings Calendar](#public-meetings-calendar) below. 4. **Individual Dashboard** — If you are an invited participant, navigate to **My Meetings** in your Individual Dashboard and click **Join Meeting** next to the upcoming meeting. > **Info:** The meeting join link includes a password parameter. If you access the join page without a valid password, you will be asked to use the invite link from your email or contact the meeting organizer. ## Joining a Meeting When you open the Meeting Join page, you will see the meeting topic, agenda, and scheduled time. How you join depends on whether you have an LFX account and whether the meeting is public or restricted. ### Sign In with Your LFX Account Signing in with your LFX account is the recommended way to join. Your attendance is automatically linked to your profile, and your name and email are pre-filled. 1. On the Meeting Join page, click **Sign In**. 2. Log in with your LFX account credentials. 3. After authentication, you are redirected back to the meeting page. You will see a welcome message: **Welcome, \[Your Name]!** 4. Your Zoom meeting launches automatically. If it does not open, click **Join Meeting**. If you are signed in with the wrong account, click **Not you? Click here to login** to switch to a different LFX account. If you do not have an LFX account, click **Create LF Account** to register. After creating your account, you will be redirected back to join the meeting. > **Benefits of joining with an LFX account:** > > * Browse your contributions and community activities > * Access to all meeting recordings and transcripts > * Easily manage your communication preferences ### Join as a Guest If you prefer not to sign in, you can join as a guest. Guest access depends on the meeting's access settings. **For public meetings (unrestricted):** 1. Click **or join as a guest** below the sign-in option. 2. Enter your **Name** (required). 3. Optionally enter your **Email** and **Organization**. 4. Click **Join Meeting**. **For restricted meetings:** 1. Click **or join with your email** below the sign-in option. 2. Enter your **Name** (required) and **Email** (required). Use the email address that you received the invite from. 3. Optionally enter your **Organization**. 4. Click **Join Meeting**. > **Warning:** If you join as a guest, your attendance may not be linked to your LFX profile. For accurate attendance tracking, sign in with your LFX account whenever possible. ### Add Yourself to a Meeting If you are a PCC user with access to the project's meeting management, you can add yourself directly as a participant without needing an invitation: 1. Open the meeting in PCC under **Collaboration** > **Meetings**. 2. Click to edit the meeting or open its participant list. 3. Below the participants table, click **+ Add Yourself to the meeting**. 4. Your name, email, organization, and profile details are automatically populated from your LFX account. This option only appears if you are not already on the participant list. Once added, you will receive the meeting invitation and can join using any of the methods above. For more information on managing meeting participants, see [Scheduling a Meeting](https://docs.linuxfoundation.org/lfx/project-control-center/v2-latest-version/collaborations/meetings/scheduling-a-meeting). ### Join by Phone If you need to join by phone, the meeting organizer can share dial-in details from PCC using the **Share Meeting** option. Dial-in information includes: * **Phone numbers** for local and international access * **One-tap mobile** links for quick dial-in * **Meeting ID** and **Passcode** for manual entry > **Info:** Participants who join by phone (dial-in) may not be automatically matched to their LFX profile. Attendance tracking works best when joining through the LFX Meeting Join page. ### Meeting Access Rules Meeting organizers configure access settings when scheduling a meeting. These settings determine who can join and what information is required.
Meeting access types * **Public (unrestricted)** — Anyone with the meeting link can join by providing their name. Email is optional. This is common for open community meetings. * **Public (restricted)** — Anyone with the meeting link can access the join page, but participants must enter the name and email address that matches their invitation. This ensures only invited participants can join. * **Private** — Only invited participants can access the meeting. If you are not on the invitation list, you will see a "Private Meeting" message with instructions to verify your email on your [LFX account](https://openprofile.dev).
### YouTube Upload Consent Some meetings are recorded and uploaded to YouTube. If this setting is enabled for a meeting, you will see a notice on the join page before joining: > Please note this meeting is being recorded and uploaded to YouTube. By joining, you consent to be recorded and acknowledge that your presence may be publicly shared on YouTube, which operates under its own Terms of Service and Privacy Policy. For more information on how The Linux Foundation processes personal data, please see our [Privacy Policy](https://www.linuxfoundation.org/privacy/). If you have specific concerns, please contact your project's Program Manager for actions. When YouTube upload is enabled, you must manually click **Join Meeting** to proceed. When it is not enabled, you are redirected to the Zoom meeting automatically after signing in. ### Early Join & Waiting Period You can join a meeting up to a configured number of minutes before the scheduled start time (default is 10 minutes). If you arrive earlier than the allowed window: * The join page displays the **Meeting Start Time** and a message: *You may only join the meeting up to \[X] minutes before the start time.* * The **Sign In**, **Join Meeting**, and guest options are disabled until the early join window opens. Refresh the page when the early join window opens to enable the join options. ### Request an Invite For public meetings, if the early join window has not opened yet, you can request an invitation: 1. On the Meeting Join page, click **Need an invite?** 2. Enter your **Full Name** (first and last name required) and **Email** address. 3. Click **Request**. 4. A confirmation message appears: *An invite has been sent to your email!* The meeting organizer will receive your request, and you will receive an invitation email with a join link. > **Info:** The **Need an invite?** option is only available for public meetings. For private meetings, contact the meeting organizer directly. ### Meeting Has Ended If the meeting has already ended (more than 40 minutes past the scheduled end time), the join page displays: * The original **Meeting Start Time** * A message: *Sorry, this meeting has ended.* No join options are available. Contact the meeting organizer if you need access to the recording. ## Public Meetings Calendar Every project with public meetings has a public calendar page where you can browse upcoming and past meetings. ### Accessing the Public Calendar Navigate to your project's public meetings page. The calendar displays all public meetings scheduled for the project. ### Calendar Views The calendar supports multiple views: * **Day** — Single day schedule * **4-Day** — Four-day rolling view * **Week** — Full week view (default) * **Month** — Monthly overview * **List** — Chronological list of meetings Use the view switcher buttons in the calendar header to change views. Your preferred view is saved for future visits. ### Filtering Meetings * **By committee** — Use the committee filter in the sidebar to show meetings for a specific committee. * **By project** — When no committee is selected, use the projects filter to narrow by subproject. ### Meeting Details Click any meeting on the calendar to open a details dialog. The dialog displays: * **Meeting title** and **date** (with recurrence pattern for recurring meetings) * **Agenda** (if provided by the organizer) * **Participant count** For **upcoming meetings**, the dialog also shows: * **Join link** — Click to open the Meeting Join page. * **Meeting ID** — With a copy-to-clipboard button for sharing. * **Register button** — For public, unrestricted meetings, click **Register** to open the join page and register as a participant. This is a quick way to self-register for open community meetings. For **past meetings**, the dialog shows: * **Recording link** — Click to access the meeting recording (if the organizer enabled recording). * **AI Summary link** — Click to view the AI-generated meeting summary (if available and published). ### iCal Subscription You can subscribe to a project's meeting calendar in your preferred calendar application (Google Calendar, Outlook, Apple Calendar, etc.): 1. Click the **iCal** button in the calendar header. 2. Choose a subscription option: * **\[Project Name] Only** — Subscribe to meetings for this project only. * **\[Project Name] and subprojects** — Subscribe to meetings for this project and all its subprojects (available only if the project has subprojects). 3. Click the link to open it in your calendar application, or click **Copy** to copy the subscription URL. Calendar subscriptions update automatically as new meetings are scheduled or modified. ## After the Meeting ### Recordings If the meeting organizer enabled recording, you can access recordings after the meeting: * **From the public calendar** — Click a past meeting on the project's public calendar. If a recording is available, the meeting details dialog displays a **Recording** link. * **From My Meetings** — Navigate to your Individual Dashboard, open **My Meetings**, and switch to past meetings. Click a meeting to view available recordings. > **Info:** Recording availability depends on the meeting organizer's settings. Some meetings may have restricted access, allowing only invited participants to view recordings. Transcripts, when enabled, are available through PCC or the Individual Dashboard. ### AI Meeting Summaries Some meetings have AI-generated summaries that provide a quick overview of what was discussed. To view a meeting summary: 1. Navigate to the past meeting (from My Meetings or the public calendar). 2. Open the meeting summary page. 3. The summary includes three sections: * **Quick Recap** — A brief overview of the meeting. * **Next Steps** — Action items identified during the meeting. * **Summary** — A detailed summary of the discussion. If the meeting organizer has configured summary approval, the summary may not be available until it has been reviewed and published. > **Info:** You must sign in with your LFX account to view AI meeting summaries. Guest access is not available for summaries. *** ## Troubleshooting
Password Required **Message:** *Sorry, the meeting you are attempting to join requires a password.* The meeting join link includes a password. If you accessed the page without one: * Use the original invite link from your email — it contains the required password. * Contact the meeting organizer to have your invitation resent. * If the issue persists, contact support.
Meeting Not Found **Message:** *Sorry, we couldn't find the meeting you were looking for or the meeting has ended.* This occurs when: * The meeting ID in the URL is invalid. * The meeting has been deleted by the organizer. * The meeting ended and is no longer accessible via the join page. Check the meeting ID and try again. If the issue persists, contact support.
Private Meeting (Not Authorized) **Message:** *This meeting is private and only allows invited participants.* This occurs when: * You are not on the meeting's invitation list. * You signed in with a different email than the one the invitation was sent to. Ensure the invited email address is a verified email on your [LFX account](https://openprofile.dev). If you received an invitation but still see this error, verify your email settings and try again. If the issue persists, contact support.
Service Unavailable **Message:** *You can still join an LFX meeting by clicking on 'Join Meeting' in your Zoom client, and manually putting in the meeting ID and the passcode that are on your calendar invite for the meeting.* This occurs when the LFX meeting service is temporarily unavailable. You can still join the meeting directly through the Zoom client using the meeting ID and passcode from your calendar invitation. If the issue persists, contact support.
Invalid Email Address **Message:** *It looks like you entered an invalid email address. Please enter the correct email address and try again.* This appears on the guest join form when the email you entered does not match a valid format. Double-check for typos and try again. For restricted meetings, you must use the exact email address the invitation was sent to. If the issue persists, contact support.
User Not Found **Message:** *We were unable to locate your user in our system.* This appears when the system cannot match your details to a known user. Try signing in with your LFX account instead of joining as a guest. If the issue persists, contact support.
Failed to Get Meeting Link **Message:** *Failed to get meeting link. Please try again or contact support for further assistance.* This is a general error when the system cannot generate your Zoom join link. Try refreshing the page and joining again. If the meeting is restricted, verify you are using the correct email address. If the issue persists, contact support.
Attendance not tracked Your attendance may not be tracked if: * You joined directly through a Zoom link instead of the LFX Meeting Join page. * You dialed in by phone and your phone number could not be matched to your profile. * You joined a public meeting as a guest without providing your email. * Your Zoom display name does not match your LFX profile name. For the most reliable attendance tracking, sign in with your LFX account and join through the LFX Meeting Join page.